Executive Assistant

J. Paul Getty Trust, The • Los Angeles, CA

12d • $72,381 - $95,895 • Hybrid

About The Position

The Executive Assistant provides high-level administrative and operational support to the John E. and Louise Bryson Director of the Getty Conservation Institute, overseeing the day-to-day operations of the director’s office. The role manages priorities and communications, coordinates activities, and helps ensure that the office functions efficiently in support of the Director’s priorities and the Institute’s mission. The position is based at the Getty Center in Los Angeles and begins working full-time in the office. After an initial training and orientation period, a telework schedule may be requested, subject to discussion and supervisor approval; approved schedules typically involve working in the office more than half the time.

The Executive Assistant works under the Director’s general direction while exercising independence and sound judgment on the Director’s behalf. The role addresses complex, sensitive, or ambiguous issues and makes decisions in a fast-paced environment. The position also represents the Institute and director’s office professionally and discreetly, and safeguards and strengthens relationships with peers, senior leaders, trustees, donors, and partners.

Requirements

• Bachelor’s degree.
• A minimum of 7 years of related experience, including experience providing executive-level support.
• Ability to thrive and remain composed in a fast-paced work environment.
• Ability to recognize when to act independently and when to consult the Director.
• Excellent problem-solving skills, including resolving complex issues or identifying well-considered solutions for the Director.
• Strategic prioritization and exemplary judgment, including understanding office priorities and deciding where the Director’s attention is needed.
• Proactive ability to identify the Director’s needs and external challenges before they become pressing.
• Excellent organizational skills and attention to detail.
• Effective written and verbal communication skills and ability to proofread.
• High level of discretion.
• Demonstrated success in planning, organizing, and completing projects.
• Self-motivation and ability to anticipate emerging tasks.
• Ability to balance workload amid shifting demands and routine office operations.
• Advanced computer skills and ability to use technology to access, manage, synthesize, and communicate information.
• Proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, SharePoint, and OneDrive.

Nice To Haves

• Familiarity with Blackbaud Raiser’s Edge.
• Familiarity with photo-editing software.

Responsibilities

• Proactively manage the Director’s attention and focus by anticipating needs, clarifying priorities, and directing the Director’s time to important issues.
• Manage a complex executive calendar with competing requests and scheduling priorities.
• Track inquiries received by email, phone, and mail to ensure timely responses, and maintain the Director’s database of colleagues’ contact information.
• Coordinate national and international business travel, prepare briefing materials and background information for meetings and trips, and complete expense reports in compliance with Getty policies.
• Maintain the Director’s office records under institutional records management policies, including preserving records of enduring value and Getty intellectual property.
• Organize internal and external events, including venue, catering, technology, and audio-visual arrangements as needed.
• Develop agendas, notes, minutes, and other communications on behalf of the Director; draft and proofread correspondence, reports, publications, and presentations, including light image editing.
• Gather, evaluate, and synthesize information from multiple sources to develop written briefing materials for the Director.
• Process contracts and payments; prepare and track the Director’s office budget; procure supplies; and implement special projects requested by the Director.
• Represent the Getty Conservation Institute and director’s office professionally, discreetly, and with sound judgment in internal and external interactions.
• Safeguard and strengthen relationships with peers, senior leaders, trustees, donors, and partners.
• Exercise independence and sound judgment on the Director’s behalf to address complex, sensitive, or ambiguous issues and make decisions in a fast-paced environment.
• Perform other duties as assigned.

Benefits

• Medical, dental, and vision insurance coverage starting on date of hire; Getty pays 75%–95% of the premium, depending on the plan selected.
• 403(b) Employee Investment retirement plan with up to 5% Getty match.
• Getty contribution of 6% on behalf of the employee to a 401(a) retirement account.
• Educational assistance and professional development.
• Paid vacation, sick, and personal days.
• 12 paid holidays.
• Many positions have bi-weekly Off-Fridays.
• On-site fitness center at the Getty Center.
• Community service opportunities.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior